The Constitution agreed December 2019

1.    Name of Club
The club shall be called St Botolph’s & District Bowls Club.

2.    Main Objects
1)    To play and promote the game of bowls under the rules of play laid down by the English Bowling Federation.
2)    To support and organise events, tournaments and social gatherings from time to time.
3)    To play an active role in the social life of the local community.
4)    To apply any profits made by the Club, back into the Club.
5)    To employ rules and policies that create a healthy and safe environment for all members and visitors.
6)    To promote and support the principles of Sport Equity – namely fairness in sport, equality of opportunity and equality of access for all citizens, regardless of race or ethnic background, age, sexuality, gender, ability or disability.
7)    To apply a “Safeguarding” regime that provides a safe environment in which children and vulnerable adults can enjoy playing bowls.

3.    Membership
1)    The Club membership shall be made up of Playing (full and 1st year novice) members, Social (non-playing) members and
Junior members.
2)    Trustees, Officers of the Club, Committee members and Life members shall be appointed from Playing and Social members.  
3)    An applicant for Playing, Social or Junior membership shall be proposed by one and seconded by another Playing Member of the club. The applicant’s name and address, together with the names of the proposer and seconder shall be forwarded to the Club Secretary.
4)    The election for membership shall be by ballot of the Committee. When a candidate has been duly elected, a notice shall be sent to them with a request to pay direct to the Treasurer the appropriate membership fee. If such remittance is not made within 28 days, the election shall be void. If the candidate is unsuccessful, a notice shall be sent to them; no reason for the application being unsuccessful will be given.
5)    A Member cannot transfer membership to any other person.

4. Subscriptions
1)    The annual subscriptions shall be determined at the Annual General Meeting.
2)     All subscriptions shall be payable by the 1st May each year.
3)    A member, who, after a reminder has been given, fails to pay the subscription by the 31st May, shall immediately cease to be a member of the Club.

5.   Resignation, Suspension and Expulsion
1)    A Member may resign from the Club by informing the Secretary in writing of his/her intention to do so. The resignation will take effect immediately.
2)    The Committee has the power to: Suspend (for a period not exceeding 12 months) or Expel any member who infringes any of the club rules or whose conduct (in the Committee’s opinion) is harmful to the good name of the Club or who renders themselves unfit for membership.
3)    No member shall be suspended or expelled without first being given the full opportunity of being heard and to defend him/herself before the Committee.
4)    Suspension or expulsion will be decided by a majority vote by the Committee and may be by secret ballot.
5)    A suspended member shall not be elected as an Officer nor be entitled to vote at any meeting.
6)    If a member chooses to resign or is suspended or expelled, no part of his/her subscription shall be refundable.
7)    Expulsion shall be permanent.

6. Club Officers
1)    The Officers of the Club shall be: President, Vice President, Chairman, Vice Chairman, Secretary, Treasurer and Club Captain.
2)    Officers shall be appointed from the ranks of either Playing or Social members.
3)    Each Office holder shall be appointed or removed by a vote of the AGM.

7. Management of the Club
1)    The Committee shall manage the Club.
2)    In addition to the Officers, the members of the Committee shall be: Bar Manager, Fixture Secretary, Competition Secretary,
Asset Manager and Greenkeeper.
3)    Members of the Committee shall be appointed from the ranks of either Playing or Social members.
4)    Nominations for an Officer, Committee Member or Team Captain must only be proposed and seconded by a Playing Member. Nominations may be made right up to and during the AGM.
5)    Each member of the Committee shall be appointed or removed by a vote at the AGM.
6)    A member may hold more than one position on the Committee but only have one vote.

8.     Trustees
1)    There shall be not less than three and not more than four Trustees who shall respectively hold office until a vacancy is created by death or resignation. Such vacancies shall be filled by resolution of the Committee as soon as possible. The President of the Club is hereby nominated as the person to appoint new Trustees within the meaning of the Trustees Act 1925 and shall by deed duly appoint the person or persons so nominated by the Committee. No new Trustees shall be appointed until the number is reduced to less than four and thereafter the number shall not be increased beyond four.
2)    Should the need arise; a Trustee may be removed from office by resolution of the Committee at a meeting called for this purpose.
3)    A Trustee, upon termination of their office, shall comply with all resolutions of the Committee as to the vesting of the property of the Club in the remaining Trustees or in a newly appointed Trustee.
4)    The property of the Club (other than cash which shall be under the control of the Treasurer), shall be vested in the Trustees to be dealt with by them as the Committee may direct by resolution.
5)    The Trustees shall be indemnified against risk and expense out of the Club property. 

9. Life Members
1)    The Committee will determine the appointment / removal of Life Members by a majority vote.
2)    Only those serving on the Committee may propose the appointment or removal of a Life Member.
3)    There is no limit to the number of active Life Members.

10. Powers of the Committee
The Committee’s powers shall include, but not be limited to:
1)    Filling any vacancy on the Committee from among members until the next AGM.
2)    Appointing such individuals and/or sub-committees as they believe necessary for the efficient running of the Club. These functions may include, but not exclusively, Team Captains, Match Catering, Hall Bookings and Safeguarding Officer.  Any individual
or sub-committee so appointed shall be accountable to the Committee.
3)    Arranging for outside agencies to carry out activities for the Club.
4)    Opening and operating a bank account(s) in the name of the Club.
5)    Managing the financial affairs of the Club.
6)    Making such byelaws and regulations as may from time to time be deemed necessary for the proper administration of the Club.
7)    Taking any action to promote the objects of the Club.

11. Committee Meetings
1)    The Committee shall meet at such times as may be necessary.
2)     All members of the Committee shall be advised of meetings but seven members will be necessary to form a quorum for the meeting to go ahead.
3)    Minutes of such meetings shall be approved by the Committee and signed by the Chairman at the next meeting and kept by the Secretary.
4)    All Committee members, except the Chairman, may vote. In the event of a tie the Chairman shall have the casting vote.

12. Annual General Meeting
1)    The AGM of the club shall be held at such time and place as fixed by the Committee. Not less than twenty eight days’ notice in writing shall be given to each member of the Club by the Secretary. The purpose of the AGM shall be:
2)    To receive reports from the Committee and any sub-committees in relation to the Club.
3)    To receive, and if thought fit, to approve the audited accounts in respect of the preceding financial year.
4)    To elect the Officers, other Committee members and Team Captains of the Club.
5)    To fix the subscription charges for membership.
6)    To appoint auditors of the Club’s accounts.
7)    To deal with any other general business for the Club.
8)    Proposals to add to or amend Club rules or proposals for discussion at the AGM must be made in writing by the proposer and seconded. They must be submitted to the Secretary and received no later than twenty one days before the AGM.
9) Noticattion of any proposal will be included in the AGM agenda, which will be issued a minimum of 7 days before the AGM.

13. Extraordinary General Meeting
1)    An EGM shall be convened by the Committee within twenty eight days of receipt of a direction by the majority of the Officers of the Club or a signed requisition by at least 20% of the Playing Members of the Club.
2)    No EGM shall take place without fourteen days notice of the meeting being given to the members.
3)    The notice will state the date, time and place as well as the purpose of the meeting.

14. Quorum and Voting for AGM/EGM
1)    The quorum for an AGM shall be seven.
2)    The quorum for an EGM shall be 75% of the Playing Members. If 75% of the playing members are not present, then whatever is proposed will fail until a further EGM is called and 75% do attend.
3)    Any Playing Member may vote at an AGM or EGM.
4)    In the event of a tie, the Chairman shall have the casting vote.

15. Finance
1)    The Accounting Year of the club shall be from 1st October each year.
2)    The club shall open a bank account(s) in the name of the club.
3)    Every cheque drawn from the Club’s bank account shall be signed by such Officers as may be authorised by the Committee.
4)    The Treasurer shall keep proper accounts of the Club.
5)    An independent auditor appointed at the AGM shall audit the accounts annually.

16. Dissolution
Subject to compliance with paragraph 14 above:
1)    The Club may be dissolved by a resolution passed by no less than 75% of the playing members present and voting at an EGM convened for that purpose.
2)    If the playing members vote to dissolve the Club, any assets, money or funds remaining after the settling of any debts and
liabilities shall be applied towards a registered charity or charities with similar charitable objectives.

17. Club Bar
1)    The sale of all intoxicating liquors and associated goods shall be under the control of the Committee through an appointed Bar Manager.
2)    Rules as laid down by the Licensing Act and the Club’s Operating licence will be strictly adhered to.

18. Guests and Visitors
1)    Members of bona fide bowling clubs and members visiting teams using the Club green may be admitted to the Club’s premises to enjoy the privileges of membership for the duration of the visit.
2)    A member wishing to introduce a guest may do so by first entering their own and their guest’s name in the Visitors’ Book.
3)    The guest will remain under the member’s charge for the duration of the visit.
4)    No person may be entertained as a guest of any one member on more than four occasions in any one year.
5)    No member may entertain more than two guests on any one occasion.
6)    The Committee may refuse admission to any such guest without assigning a reason. 

19. Hall Hire
1)    All Hall hires will be under the control of the Committee through an appointed Hall Bookings Manager.
2)    All applicants will properly complete a Hall Bookings application form.
3)    An appointed Club Member will attend and supervise all such bookings.

22. Team Captains
1)     Individual League Team Captains will be appointed at the AGM.
2)     Team Captains will be responsible for selection of any team under their charge.
3)     Team Captains will be responsible for the conduct of any team under their charge.
4)     The Club Captain, together with appropriate Team Captains, will be responsible for the selection of teams where the Club is represented as a whole.
5)     Only Playing Members properly registered can be considered for selection

21. Dress Code
1)     All Playing Members, when representing the Club in League or County competitions must wear the Club coloured shirt/jacket together with trousers, shoes etc. as stipulated by Suffolk County Bowls Association – Dress Rule 1.
2)     When playing as individuals in League or County competitions, members must observe the dress code as stipulated by the respective League and/or County.
3)     For Club Drives and all rounds of Club competitions, bowlers must adhere to the dress code as stipulated by the Competition Secretary.
4)     For Club roll-ups and practice sessions, a relaxation of the dress code will be permitted. Smart casual is accepted, such as tee shirt, tailored shorts, trousers (or skirts for ladies) in colours other than grey and white. Shorts, working overalls or trousers with holes or of ragged appearance are not acceptable and members so attired may be asked to leave the green. Regulation footwear must be worn.

22. Smoking and Vaping Policy
1)     Smoking and vaping is not permitted on the green whilst play is in progress.  Vaping is not permitted in the clubhouse.
2)     Members should make every effort to ensure that guests and opposition are aware of this rule.

23. Web-Site
1)     The Club will maintain its own Web-site.
2) All content of such web-site will be under the control of the Committee.

24.  General Data Protection Regulation (GDPR)
1) GDPR came into effect May 2018 and in accordance with the regulations St. Botolph’s & District Bowls Club has in place a policy to protect the personal information provided by the Club members. Our Club Policy will be displayed on a Club House notice board.
2) The Club’s GDPR policy does NOT form part of the Constitution and may be amended and added to, by the Club Committee at any time. This is necessary to ensure our Policy complies with current GDPR.
3) All existing members and new members will be required to sign a form giving permission  for the Club to hold their personal details on paper or electronically and to pass such details as necessary to EBF League and County bodies and those within the Club who need the information to manage teams and run Club events. This does not take away members rights under GDPR. 

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